4 Reasons Why We Should Digitize Documents

4 reasons why we should digitize documents

Document management I December 2021

Document digitization is the process of transforming information that a computer cannot process into a format they can handle e.g. converting hand-written text into a digital format/analog recordings into digital format.

There are a number of reasons why we would go for document digitization.

  • Ease of access: – digitalized document reduces processing cost in terms of producing photocopies. After digitization data is stored and can be accessed from anywhere Cloud data warehousing (data storage)
  • Increased productivity:– less time is spent in searching for documents so low turnaround time
  • Cost reduction: – Not renting more space for paper storage, and security personnel. Less production of paper documents and reduced duplication of documents thus reduced purchase of paper.
  • Ease of storage and data processing:- depending on the industry different types of documents may need to be digitized for ease of data storage from claim forms for insurance companies, Loan application forms for SACCOs, banks, invoices, payments, financial reports for accounts, approved drawings for Architectural and Engineering, patient records for medical and many more.

 

For your Document management needs contact us today. We are always available for you.

Send us an email to info@cadtech-services.co.ke or chat us or give us a call at (+254) 0718 770 959

 

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6 Ways To Evaluate Whether You Really Need All The Documents You Are Storing.

6 ways to evaluate whether you really need all the documents you are storing.

Document management I December 2021

We keep lots of documents in the office and also in our homes with the belief that they will always be of use. You find that there are documents we have never even looked for in a number of years and yet they are occupying a lot of space in our workspace and home space. This applies not only to physical documents but also to the digital documents

How do we evaluate what is necessary and what is not necessary? Why are we keeping these documents in the first place?

  • Do they have historical value? These are documents that provide past information of the past.
  • The documents could be of importance or usefulness that it justifies their continuous preservation. This could be because of fiscal, legal, administrative or evidential information they have. These documents could be preserved in the original format for a long period of time. Examples Title deeds, logbooks, certificates e t c.
  • Are they copies of an original? There could be an original whereby a number of duplicate copies have been produced and kept.
  • How old are the documents and when were they last used or accessed?
  • Do they have a retention period?
  • Do they have active information or business information?

You might be keeping lots of documents that we really do not need.

 

For your Document management needs contact us today. We are always available for you.

Send us an email to info@cadtech-services.co.ke or chat us or give us a call at (+254) 0718 770 959

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Different type of Documents which should be Laminated

Different types of Documents which should be Laminated

November 2021 I Large Format Lamination I Technical Prints

Lamination is the process of sealing documents between sheets of plastic which is then passed through the heat to complete the process. This process is appropriate for short-term value materials. But if the material is of intrinsic value it should not be laminated.

Lamination causes destruction in that it chemically reacts with the documents and destroys their value. Document with embossed security seals and stamps should not be laminated. Laminated documents are usually rejected by many institutions due to the prevalence of forged and counterfeit documents being laminated for a cover-up.

Documents that should not be Laminated include:

  • Birth certificates
  • School/College certificates
  • Death Certificates
  • Marriage certificates
  • Logbooks
  • Identity cards
  • Title deeds
  • Survey maps
  • Deed plans

 

Contact us today to see how we can help you with your Large Format Lamination needs.

Email us at info@cadtech-services.co.ke or chat us /  call us at (+254) 0718 770 959

 

 

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difference-between-direct-blue-paper-print-and-ammonia-print

Difference between Direct Blue Paper Print & Ammonia Print

By Jacqueline Odhiambo I November 2021 I Technical Prints

Printing for approval and deciding on which print between ammonia print and direct blue paper print depends on striking a balance between cost, speed of production, wastage, and what a specific County Council is accepting for approval.

After the designs have been approved by the client the final print is usually printed for approval by the County Council and other approval bodies to begin the process of construction.

Before the prints used to be done on ammonia paper which involved the printing of a tracing paper of which a copy was made using ammonia solution and ammonia paper. The ammonia paper would then be used for approval purposes but the tracing would be rendered non-functional from thereon unless more ammonia prints were to be produced. Before then when drawings used to be drafted on the tracing paper with the use of a drawing board, would be a tedious task thus there was a need to store the tracing paper for the process not to be repeated again when more ammonia prints were required or there was a revision to be done.

The digital era transformed the work environment in the construction industry whereby buildings and other structural designs is designed using the Cad software and printed using the large format printer. This has eased the tedious process of drawing manually reducing the production time. In regardless of printing on tracing the drawing still exists in the digital format and can be printed when the need be. After copying on ammonia paper this results in the accumulation of tracing paper which is not in use anymore but takes a lot of space.

Ammonia print

 Costs

A tracing print has to be produced before an ammonia copy is produced.

Ammonia prints with continuous usage at site fades with time thus production of more ammonia prints.

Wastage

The tracing is printed and has no use anymore after the ammonia copies are done.

Production time

It takes longer to produce because it involves two processes:

  1. tracing is printed
  2. Copying is done using the ammonia printer.

 Direct blue paper print

Costs

Direct Blue paper print is printed directly on blue paper without the need for tracing paper thus saving on the cost of tracing paper and the cost of production. It also minimizes unnecessary paper printing that will not be of any use in the long run.

Wastage

Prints required for approval is all that is produced.

Production time

It also takes less time to produce, this is because only printing is done on a blue paper.

Several County Councils are now accepting Direct blue paper print. This includes Kajiado, Machakos, Nairobi, and Kiambu

 

 

Contact us today to see how we can help you with your Technical printing needs.

Send us an email at info@cadtech-services.co.ke or

chat us or give us a call at (+254) 0718 770 959

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3 Habits of highly effective entrepreneurs

Effectiveness comes down to producing desired results. The most successful entrepreneurs have mastered being effective because it makes them work smarter, eliminating unnecessary effort and wasted time. Success cannot happen with any consistency when approached in a lazy, haphazard, hit-or-miss fashion.

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How to start a business as a college student

Effectiveness comes down to producing desired results. The most successful entrepreneurs have mastered being effective because it makes them work smarter, eliminating unnecessary effort and wasted time. Success cannot happen with any consistency when approached in a lazy, haphazard, hit-or-miss fashion.

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